Successfully Administering the Project ​

All University Human Resources policies and procedures must be followed when hiring grant-supported personnel. If your sponsored project budget includes personnel who will be supported by the grant, you should contact HR and your ORSP Post-Award Administrator as soon as possible to obtain guidance.

Hiring Full-Time Employees (100% Grant-Supported)

To hire a full-time employee on a sponsored project, the PI/PD should consult with ORSP Post-Award Administrator and the HR office to be advised on hiring policies and procedures. 

Faculty contracts

Pertaining to grant funds, Faculty contracts for overload or summer salary will be generated per the terms in the approved grant budget. Contracts will be issued against the grant cost center via request from the faculty member or directly from ORSP, utilizing the electronic Non-Teaching Contract Form (See policies and forms). Requests submitted via email will not be addressed. 

• Faculty Payments

Hiring Part-Time Grant-Funded Employees

Departmental Hiring Responsibilities

• The Principal Investigator/Project Director (PI/PD) is responsible for completing the appropriate hiring forms and obtaining the corresponding approvals. Please ensure all information is accurate and corresponds with the funding and University payment schedules. Additional steps may be required for some positions. 

• Processing time: Estimated 2 weeks or more

This electronic form is used for hiring all part-time grant-funded employees:

• Kean students
• Non-Kean Students/external candidates (Academic Specialists) 
• Graduate Students (Academic Specialists NOT GA or GAA)

Form LINK

Academic Specialist Hiring Forms

ALL Academic Specialist Documents below should be completed with the appropriate approvals before beginning the electronic form above.

Collect the following documents and upload them as a single file. 

• Candidate's resume

• Candidate's Application for Academic Specialist (completed by candidate) 

• Academic Specialist Authorization to Hire Form (Page 1 is completed by the candidate, and Page 2 is completed PI/Project Director up to approvals 1 and 2)

• Job description (Created by PI/Project Director)

• Rationale for the Academic Specialist position (Created by PI/Project Director)

Note: Rehiring the same Academic Specialist, ONLY submit the contract

See the Office of Human Resources website for the most current Hiring Policies and procedures and application forms for Academic Specialists.

Grant-Funded Student Hiring Questions?

Concerning grant funding for student hiring, contact postaward@kean.edu

Concerning HR student hiring, required documentation contact Email: studenthiring@kean.edu

Concerning Graduate Assistantship hiring, contact ga@kean.edu

Student Eligibility

• Undergraduate students must be enrolled in classes to be employed. If employed for the summer, the student must be registered for the fall term.

• Graduate Administrative Assistant (GAA) must be enrolled full-time in at least 9 credits to be employed. Graduate assistantships begin in the Fall semester of the new academic year and continue through the end of the Spring semester (Additional requirements may apply)

• Graduate Research Assistant (GRA) must be enrolled in classes to be employed. Graduate assistantships begin in the Fall semester of the new academic year and continue through the end of the Spring semester. (Additional requirements may apply)

• Academic Specialist position (Graduate student): Enrollment as a graduate student is not a requirement for employment, but candidates must hold a bachelor's degree. This position is often used to hire graduate students during the summer.

Graduate Administrative Assistant (GAA) and Graduate Research Assistant (GRA)

• Appointment Types: Students are appointed for a full academic year (not including winter and summer sessions). Assistantship workload and tuition waiver depend on the type and level of the position allocated.

  • Full-time GAA and GRA positions: Students are required to work a minimum of 15 hours per week and no more than 20 hours per week when classes are in session, receive payment for hours worked, and receive a full tuition waiver.

  • Half-time GAA and GRA positions: Students are required to work 7.5–10 hours per week when classes are in session and receive payment for hours worked and a one-half tuition waiver.

  • Quarter-time GAA and GRA positions: Students are required to work 3.75–5 hours per week when classes are in session, receive payment for hours worked, and receive a one-quarter tuition waiver.

  • Additional requirements apply. See HERE

  • Applications are submitted to the Graduate Assistantship Office HERE.

Academic Specialist 

• Appointment Type: Part-time, Temporary 

  • Under the supervision of a full-time professional employee, Academic Specialists provide part-time, temporary, and professional services to the university. Such functions are performed on an intermittent basis or for fixed periods of a short duration, such as a semester-by-semester basis. Academic Specialists may be compensated through payroll on an hourly basis or by contract. Academic Specialists may not work more than 15 hours per week and 42 weeks per year. The Project Director/Principal Investigator has the responsibility of ensuring that all paperwork required to process the stipend payment is completed properly and receives all the needed approvals via the electronic External Grant Funded Part-time Hiring Form​ above.

Undergraduate Student Research Assistants

• Appointment Type: Part-time, semesterly. 

  • Compensation for the performance of assigned work. Employer-employee relationship. They are paid from sponsored project funds and are paid a flat rate between a specified start and end date, semester-by-semester. The Project Director/Principal Investigator has the responsibility of ensuring that all paperwork required to process the stipend payment is completed properly and receives all the needed approvals via the electronic External Grant Funded Part-time Hiring Form​ above.

Undergraduate Student Assistants (Non-Research)

• Appointment Type: Part-time, Temporary 

  • Compensation for the performance of assigned work. Employer-employee relationship. They are paid from sponsored project funds through payroll. The student will receive a W-2 for tax reporting purposes. The Project Director/Principal Investigator has the responsibility of ensuring that all paperwork required to process the stipend payment is completed properly and receives all the needed approvals via the electronic External Grant Funded Part-time Hiring Form​ above.

It is the responsibility of the Project Director/Principal Investigator to submit via the tuition waiver form above. NOTE: Students may not receive any stipend or scholarship payment through accounts payable. All student stipend or scholarship payments must be made through the electronic forms, which are routed through ORSP, then to Financial Aid & Student Accounting. ​

Tuition Waiver Form

The tuition waiver form is for Undergraduates, GAAs & GRAs funded by external grants. Please ensure that all fields are completed accurately to avoid delays in processing. Requests should be made through this form as soon as possible.

The best time to make the request is two weeks before the beginning of each semester. 

• For Graduate students, additional requirements apply. See HERE

• LINK TO TUITION WAIVER FORM

Many departments offer an additional source of funding to students in the form of stipends. Stipends may be awarded to students after the completion of some service (e.g., participation in a mentorship program), or they may be based on other criteria established by the department (e.g., academic merit). The funds for many of these stipend payments come from grants. For student stipend policy and definitions, see SP09 Policy, and additional information on student stipends, see the student participant support.

Learn more and request a student stipend CLICK HERE

For purchasing needs, such as materials and supplies, there are several ways to complete purchases through the procurement and supplier invoice processes. These can be complex, so Kean Procurement Services or your ORSP Post-Award Administrator can assist with determining the best method of purchasing. All purchases must be in compliance with the University’s purchasing guidelines and the State of New Jersey’s laws and regulations. Once the method of purchasing has been determined, please see below for further instructions on navigating the procurement process.

• Procurement and Punch-Out Catalogues
  • PIs/PDs are encouraged to review information on the Procurement Services web page, including, but not limited to, bid thresholds and existing University Contracts for procurement requisitions.
  • The Procurement Training Guides provide information on the policies and procedures for procuring goods and services, as well as instructions for using Kean’s “Punch-Out” catalogues for several existing University Contracts.

• Expense Report
  • If a PI/PD charges an expense using their own personal money, they can submit an Expense Report to be reimbursed. (This is not recommended for any expense other than travel, as it places the financial risk on the individual who charged the expense.)
• Understanding purchasing and approvals HERE.